PREFERRED QUALIFICATIONS

Experience coordinating contract review, processing, and tracking Experience assisting with budget administration, invoice processing, cash receipting, and reconciliation Experience coordinating recruitment, onboarding, training, or other HR-related administrative functions Experience preparing agendas, minutes, resolutions, contracts, reports, and correspondence Experience providing confidential administrative support to executive-level management

Knowledge of:

Department or local government administrative operations. Records retention, public records coordination, and confidential records handling. Meeting coordination, agenda preparation, meeting minutes, and board/committee support. Contract routing, purchasing processes, and administrative file management. Basic budget, billing, invoice routing, and accounting support processes. Office systems, tracking tools, Microsoft Office, and shared document management systems.

Skills In:

Coordinating complex administrative workflows, tracking deadlines, and following up on pending items. Preparing professional correspondence, agendas, minutes, reports, forms, resolutions, contracts, and other department documents. Maintaining confidential records, personnel-related documents, policy manuals, filing systems, and archived records. Communicating professionally with staff, County offices, vendors, outside agencies, board members, and the public. Exercising discretion, judgment, organization, and attention to detail in a fast-paced office setting. Training, guiding, or supporting clerical/admin staff and helping improve consistency in administrative procedures.

Ability To:

Learn and follow County policies and procedures. Coordinate administrative priorities, deadlines, meetings, and follow-up items with limited supervision. Handle confidential and time-sensitive information with discretion, accuracy, and professionalism. Communicate clearly and professionally with leadership, staff, County offices, outside agencies, vendors, board members, and the public. Organize and maintain accurate records, files, tracking systems, meeting materials, and administrative documentation. Exercise sound judgment, adapt to changing priorities, and know when to escalate items to management.

Behaviors:

Regular and reliable attendance. Maintains confidentiality, professionalism, and discretion. Demonstrates attention to detail, accountability, and follow-through. Takes initiative to identify workflow gaps and improve administrative consistency. 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Administrative Assistant Sr. - PHSS